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Keeping Your Small Business Customer Files Organized

Owning a small business can be a very challenging process but can be very rewarding. Whether you are thinking about starting a business, just starting your business or have been in business for a long time, it is very important to keep your customer files organized. This can especially be challenging if you are the only employee and don’t have any other hired workers. When you own your own business, hours can be long and the process can be tedious especially when starting out. When you are the only one doing everything it is hard to do it all well. But if you don’t spend some time setting up good organization strategies your business will become chaotic.

Customers want good reliable customer service. If your files are unorganized and you can’t find what your customer needs when they need it, your customer will be unhappy. You don’t want to have to go through file after file on your computer and waste valuable time that you don’t have just to find the one thing you need. Start out by having a company file on your computer with sub files for each of your customers and then with in those customer files further subfiles. This way when a customer calls you can go right to their file and find the document and information they need right away thus keeping your customer happy.

It is also very important to start good habits in the beginning of keeping track of your financial records. This will pay off when it comes tax season. Make sure you come up with a good plan and stay consistent. If you are not at a place to hire an accountant then you will need to make sure that you do a good job keeping track of your data. Make a spreadsheet and keep track of each customer’s payments and expenses for that account. Make sure you are updating your financial data weekly.

When it comes to administration type documents such as passwords for different accounts, policies and procedures, and mailing documents, keep these in a place that you can find quickly. If the folders on your computer are neatly organized and well labeled you will be able to spend more time doing the work you really need to get done. Spend a few minutes before each work session making sure that you are organized and have a clear agenda of what you will be working on.

I know not everyone is gifted in organization but when you own your own business you have to be organized whether you like it or not. If you are having a hard time, ask someone you know to help you stay organized. Investing time in keeping your customer files organized will pay off in the long run. You will be happier, your customers will be happier and you will have more time to do the things that you love to do.